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BUSINESS COMMUNICATION
MGT 269 TOPIC 2 REPORT WRITING

Objectives

Discuss why businesses need reports and how these documents can be classified. Distinguish between informational and analytical reports.

Explain the difference between a problem statement and a statement of purpose.

Definition of a Report

PURPOSE OF REPORT
To make sound decisions and find effective solution on particular issues To show progress of work, monitor and control operations To help implement policies and procedures To comply with legal or regulatory requirements To document work performed for a client To obtain new business or funding

A written or oral message which;

Conveys information about research or status from one area of business to another to assist a managers decision making function. Presents possible solutions to a business problem.

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PURPOSE OF REPORT
To serve as permanent records To provide complete, accurate, objective information (disseminate information)

CHARACTERISTIC OF GOOD REPORT

Well Research
Complete, accurate, error-free and up-to-date

Well Structured
Specific in scope, terms of reference, relevant, logical with clear conclusion and recommendation.
E.g. to identify the drop in sales of product XYZ over the period of 6 months for the year 200_ .

Well Written
Consistently classified, clearly presented, precise and objective, readable, well planned and edited by expert.

CATEGORIES OF BUSINESS REPORT

CATEGORIES OF REPORT
Proposal combine information delivery and persuasive communication Reports written accounts objectively communicate information about some aspect of business, may be written Daily, weekly, monthly or annually ( periodic reports) Example:

INFORMATIONAL REPORTS

PROPOSAL

- Focus on facts and are intended to educate readers

ANALYTICAL REPORTS

- Persuasive requests for decisions or action

- Provide data analyses, interpretation, and conclusions. - In analytical reports, information will be analyze - Provide the solution

Representatives report on sales visits Managers report for department Equipment and maintenance reports Progress reports Safety reports Accident reports Summary reports

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Structural Approaches for Logical Argument

2 + 2 = 4 Approach Scientific method

Logical Argument: 2 + 2 = 4 Approach

Readers can follow writers thought pattern

Main outline points are independent reasons Introduction discusses purpose, scope, background, and reasons to accept writers case Main section introduces reasons and softens approach Final section summarizes reasons and develops recommendations

Yardstick approach

Logical Argument: Scientific Method

Logical Argument: Yardstick Approach

List of criteria used for evaluating
situation or proposals Introduction discusses problem and presents criteria

Readers draw their own conclusions Main points are alternative hypotheses Introduction states problem and lists possible causes or solutions Main sections correspond to various alternatives Final section summarizes findings, validity of solutions, and recommendations

Main sections correspond to criteria

or alternatives

Final section identifies best alternative

and provides recommendations

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THE REPORT WRITING PROCESS

Planning the report Determine the purpose and relationship Collect information through research Evaluate the facts and data Produce a draft Organize the material Write first draft Finalize the report Edit the draft Produce the final report

(1) BEFORE YOU WRITE

What is the purpose of this report? What is the problem to be solved? What do I hope to accomplish? Does the report aim to inform or analyze? Who is going to read the report? What does the reader need to know? ** OR USING THE FIVE Ws + ONE Hs

Compile data

Example of problem statement

Sample Statements of Purpose

To update clients on progress of project To develop annual goals and objectives To identify customers and explain how the company will serve them To submit monthly sales statistics to management To summarize events that occurred at annual sales conference To submit required information to the SEC

Problem statement
Our companys market share is steadily declining

Statement of purpose
To explore new ways of promoting and selling our products and recommend the approaches most likely to stabilize our market share

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(2) COMPILE DATA

DATA COLLECTION METHOD

Preparing Effective Surveys

Provide clear instructions Keep it short and easy to answer Use questions that are easily tabulated

PRIMARY SOURCES

SECONDARY SOURCES

Opinion surveys

Questionnaires

Books

Avoid leading questions

Interview Observations Internet

Ask only one thing at a time Pretest the questionnaire

Meetings

Visits

What is Literature Review

Example of LR
Topic: Smoking habits among Students in UiTMT A study of smoking habits among high school students as related to smoking habits of their parents, and fathers' occupations revealed an increasing proportion of smokers with decreasing social class. (Salber, M.D., and MacMahon, 1961)

Review the related literature

Reports that others have done in related areas Not necessarily identical with, but collateral to, your own area of study

Re + view look again Benefits

Reveal investigations similar to your own Describe methods of dealing with problem Reveal sources of data Increase your confidence in your selected topic if you find others have the same interest in this topic

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Preparing Interview Questions

List of LR;
http://chestjournal.chestpubs.org/content/124/ 4/1415.abstract http://ajph.aphapublications.org/cgi/reprint/51/ 12/1780.pdf

Use the appropriate type of question to get the information you need. Think about the sequence of questions. Identify the questions you really need answers to. Ask smart questions. Use a mix of question types. Limit the number of your questions. Edit questions for neutrality and objectivity.

Processing Information You Have Gathered

Read

Lets Discuss Discuss

Analyze Your Data

Define the following terms:

the material and take notes. to quote and when to

Know when

paraphrase.

Average Mean Median Mode

Trend Correlation Conclusion Recommendation

Document your

plagiarism.

sources so you can avoid

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(3) PRODUCE A DRAFT/OUTLINE

Term of reference Procedure Findings Conclusions Recommendations

STRUCTURE OF REPORTS
Preliminary section Contain the report title It should include: - The title - Complete identification - The recipient of the report - The date of submission Acknowledgements Table of content List of illustrations The Body Introduction Purpose of study Scope and limitation Related literature Procedures Finding and analysis Conclusion and recommendation Supplementary section

Appendixes References Glossary

(4) FINALIZE YOUR REPORT

Edit and make sure meets objectives

The End

YOU CAN START WORKING ON YOUR REPORT ASSIGNMENT NOW!!!!